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See also: Work Orders

 

General information

After physical material has been marked as received in Alma, the item will display a certain Status or Process Type depending on which post-receiving process has been selected.

The item will appear to patrons as though as if it is available for use or as In transit to the owning library, unless some other process type is assigned to it via Work Orders. 

Post-Receiving Best Practice for Physical Materials:

Unless the item being received is ready to be shelved in the owning library immediately upon receipt, the suggested best practice is to move the item into a Work order.

(info) For more information about Work orders, see the Power Point class on Work orders listed in the Training Portal.


If using the Keep in department Work order status function

During the receiving process for physical material, choose the Keep in department option

at the top of the Receiving list, and select the next workflow step from the dropdown list .

 

 

To locate items that have been marked "Keep in Department", go to Acquisitions > Post-receiving processing > Receiving department items

    • the list of Receiving department items allows you to update the item in various ways such as, changing the status, edit the item, print an arrival slip,or mark the status as Done
    • the list of items has various search indexes as well filters to help limit and locate in process items

These items in this list have the following values

    • Status: Item Not in place
    • Process type: (<the work order status such as: Cataloging (ITS 625), etc>)

Printing an Arrival slip 

If the item was received and marked as Keep in department, there are two ways to Print a slip: 

1) from the Received items list (via the Manage items command from the order on the Receive New Material page

    • Select Print slip from the ellipsis action icon
    • The slip will be emailed to the printer associated with the Receiving department

2) The item can be called up in the In Process Items screen (Acquisitions > Post-Receiving Processing > Receiving department items) where there is an option to Print a slip in the ellipsis action icon

      •  The slip will be emailed to the printer associated with the Receiving department, if this functionality has been configured.

Changing Work Order status

To manually update an item's Work Order status:

    • click the box to the left of the item in the In process items list

    • choose Change Status from the Upper menu bar, and select the Status that represents the new step or location 

Marking the item as Done moves it into:

    • Status:  Item Not in place
    • Process type: Transit

When the item is accessioned and shelved at the owning library or repository, the item will change to:

    • Status: Item in place
    • Process type: <blank>

If not using Keep in Department Work order status function

When Receiving One time orders

  • If the Keep in department option is not used during receipt of a One time order, the item automatically moves into the Transit process type; Status: Item not in place (which indicates that it is en route to be added to the Library stacks or remote storage)
  • Items in the Transit status are scanned in at the Circulation desk to remove this status, and then shelved

When Receiving Continuous orders

If the Keep in department option is not used during receipt of a Continuous Order, the item does NOT move into to the Transit process type.

The item will remain coded as:

    • Status: Item in place
    • Process type: <blank>

For this reason, it is important to send the item to be shelved/deposited as soon after receipt as possible

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